How to Take the Backup of Outlook 2010 Data Items

For a user who is addicted to have communication via email, email profile is a treasure. Well, this is a general case. If an organization is considered where email dependency is more than expected, information exchange is just impossible using any other communication media. In enterprises, without the usage of email application, a great fall in business process is definite.

Everyone is very well aware of the importance of emails that consist of huge information related to business plans, meeting schedules and important communications. Now that you use email profile hundred times a day, it would make sense to think of a situation when your email items are no more there. Horrible!

It would be great to say that MS Outlook has left its marks, especially in business environments through its amazing performance. Microsoft keeps launching better versions at certain intervals. Now that Microsoft Outlook 2010 is one of the latest versions, it’s being used in organizations. Bringing the previous point back, suppose you work on Outlook 2010 and an unfavorable situation occurs due to which emails go missing, what would you prefer to do? A most common and intelligent solution is to take the backup of all the data items including emails, contacts, calendar, notes, appointments and others. Here is a detailed description about how to backup the email data items in MS Outlook 2010 to prevent data loss.

Note that MS Outlook stores all its data in PST file that is housed locally on your computer, let’s see how to backup the PST file in MS Outlook 2010:

  1. Go to the ‘File’ tab -> ‘Options’ -> ‘Advanced’
  2. Click ‘Export’ under ‘Export’
  3. Click on ‘Export to a file’, click ‘Next’
  4. Select ‘Outlook Data File (.pst)’ and click ‘Next’
  5. Select the account, a top level folder, which has to be exported. Selecting it exports emails, contacts, notes, calendar, and tasks for the account.
  6. Check the ‘Include subfolders’ checkbox if it is unchecked.
  7. Click ‘Next’
  8. Select the location where you want to place the .pst file by clicking on ‘Browse’ and enter the file name. Click ‘OK’ (you’ll see a file name if you have exported the .pst before, if you want to create the new file, change the appeared name)
  9. In case of continue saving in the existing file, you need to specify under ‘Options’ what has to be done when already existing items are being exported
  10. Click ‘Finish’

If you choose to create a new file, it is better to keep it password protected. After a dialog box ‘Create Outlook Data File’ appears, type the password in the two boxes namely ‘Password’ and ‘Verify Password’, and click on ‘OK’. Type the password in a dialog box named ‘Outlook Data File Password’, and click on ‘OK’

On the other hand, if you choose to keep it in the existing PST, which is password protected, type the password in a dialog box ‘Outlook Data File Password’, and click ‘OK’

In order to export PST for more than one account, you need to perform these steps repeatedly for each account.

But, it takes much longer to backup the huge PST file through the given procedure. Moreover, you cannot shut your computer down in the mean time. And last but not the least, if any problem or error occurs meanwhile, the process may be interrupted.

It’s always better to do the same thing in smarter way. Yes, you can back up the PST file using professional Outlook PST mail backup software. Moreover, the application will allow you taking regular and quick incremental backups, and hence is not time consuming. You’ll find many other useful and interesting features bundled with it. A reference is given here in this PPT -

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